Before you start
- Your download is a zip with two files. Double-click it to open it. Start with the one marked with examples to see how everything works, then use the blank one for your business.
- Open the file in Microsoft Excel. Using Google Sheets? Upload it to Google Drive, then open it with Google Sheets.
- Start on the Start Here tab. It has the same steps, right inside the file.
- The sample data is there so you can see how everything works. Type over it with your own when you're ready.
Here's how to set up once, then keep every estimate followed up and every client rebooked in a minute a day.
1Set up (one time, about 5 minutes)
- Open Settings. Add your business name, follow-up days, warranty years, rebook months and labor cost per hour.
2Add clients and jobs
- Open Clients. One row per client, with how they found you.
- Open Jobs. One row per lead, estimate or job. Add the quoted price and estimated job cost from the Carpet Cleaning Quote Calculator.
3Log payments and carpet details
- Payments: every deposit and payment. Balances update on their own.
- Carpet Details: fiber, color, stains and protector by room. Carpet Lookup lists them for one client.
4Check the Dashboard
- The Dashboard shows follow-ups due, rebook reminders, upcoming jobs, balance outstanding and win rate.
What the messages mean
The tool watches your numbers and tells you in plain words when something needs a look. Here's every message you might see.
What to do: Pick one from the list.
What to do: Copy it from your quote.
What to do: Pick one.
Using Google Sheets or your phone
- To use Google Sheets, upload the file to Google Drive, then right-click it and choose Open with, then Google Sheets.
- Dropdowns, colors, and every calculation work the same in Google Sheets.
- On a phone, the Google Sheets and Excel apps work for quick changes. For setup and printing, a computer is easier.
- Want to start fresh? Type over the yellow example cells. Don't delete rows, since other tabs may be reading them.
Ready when you are
Like what you see? Get the carpet cleaning client tracker for $14, with every future update free. Need more than one tool? Save with the toolkit.
Common questions
Does it send reminders?
It shows who to call on the Dashboard. It doesn't send texts or emails.
Quick reference from the Start Here tab
Welcome
Carpet cleaning is a repeat business: a happy client books again every year, and tells the neighbors. This tracker keeps every client, estimate, job, payment and carpet detail in one place, and reminds you when each home is due again.
Where To Start
Open 'Settings'. Add your business name, how many days to wait before following up on an estimate, your warranty length, when to send a rebook reminder and your labor cost per hour.
Open 'Clients'. Type over the examples with your own clients, one per row. Add how they found you.
Open 'Jobs'. Add a line for every lead and estimate. Paste the Quoted price and Estimated job cost from the Carpet Cleaning Quote Calculator. Change the Status as the job moves along: Lead, Estimate sent, Won, Scheduled, In progress, Done or Lost.
Every deposit or payment goes on 'Payments'. Pick the job from the list. Balances update on their own.
After each job, add each room's fiber, color, stains and protector on 'Carpet Details'. Use 'Carpet Lookup' before the next visit.
Check 'Dashboard' every morning for follow-ups, rebook reminders and upcoming jobs.
Which Cells To Edit
Yellow cells with blue text are yours to fill in. Italic yellow cells marked (optional) can stay empty. Gray cells calculate on their own and are locked.
Room for 300 clients, 600 jobs, 1,500 payments and 1,000 carpet details. You can sort and filter every table.
Need to change a formula? In Excel go to Review, then Unprotect Sheet. In Google Sheets use Data, then Protect sheets and ranges. No password needed.
What The Results Mean
Follow-up status: Overdue (red) means the follow-up date has passed. Follow up today (amber) means today is the day.
Paid status: Paid, Part paid, Deposit in, No deposit yet, Unpaid or Balance due (job done but money still owed), Overpaid.
Warranty and rebooking: Rebook due, Warranty ends soon, Covered or Warranty ended, based on the job end date.
Check column: says OK, or tells you what to fix, like a client name that isn't on the Clients tab.
Win rate = jobs won ÷ (jobs won + jobs lost). Leads and open estimates don't count until you hear back.
How To Clear The Examples And Reuse It
Easiest: open the Blank file. Or select the yellow cells on Clients, Jobs, Payments and Carpet Details and press Delete. Keep your Settings and Lists.
Starting a new year? Keep everything. Change 'Year to show on the Dashboard' on Settings to look back at any year.
Good To Know
Quoted price is what you told the client. Estimated job cost is what you expected to spend (labor, chemicals, supplies). Estimated profit is the difference. All are Estimated, not guaranteed.
Actual profit = Quoted price minus actual chemicals and other costs minus actual hours × your labor cost per hour. Fill in the optional actual columns to see how close your estimate was.
Rebook due shows when the rebook months have passed since the job ended. Mark Rebooked once they've booked the next cleaning.
Give every job a unique name, like 'Hale whole house 2026'. Payments and carpet details find the job by its name.
Ask for a review when the job is done and mark Review requested. Reviews win the next estimate.
Share box: the "Share with other EasyWorkTools tools" box on the Dashboard lists the numbers this file gives to or gets from the other Carpet Cleaning tools. Copy them by hand. The labels match exactly, so it's clear where each one goes.
Getting Updates
Every update is free. When a new version is ready we email you, and you can download it any time.
Moving to a new version: copy the yellow cells from each sheet into the same sheets of the new file.
Using Google Sheets? Upload this file to Google Drive and open it with Google Sheets (or File, then Import, then Upload). The math works the same.
Your License
This file is licensed to one business, including everyone who works there. Please don't share, resell or post it online.
© 2026 EasyWorkTools. All rights reserved. easyworktools.com
Every tab
This file has 9 tabs, in this order:
- Start Here
- Dashboard
- Jobs
- Clients
- Payments
- Carpet Details
- Carpet Lookup
- Lists
- Settings